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On instruments using materials from the work of classification and test paper

Filing material classification is the core instrument, filing depends largely on the level of quality classification method is scientific and reasonable. In recent years, instruments of authority Filing materials inspection, guidance, the author found that this instrument is always the department or agency files departments insurmountable gap. Therefore, I would like to personally of the opinion of this issue, in order to discuss with their peers. 
one classification and the basic meaning of test paper
classification is the result of thinking, awareness, awareness of objective things is a basic method. Objective things are from less to more, from the simple to the complex process of continuous change and development. When things just keep getting more and more complex, in order to more accurately understand and grasp the essence of things, people will by a standard or a point of view of things divide. Each class is divided into subordinate to the things that are reflected from a different side of the properties of things, kind of, and exactly equal to that thing. For example, from gender, people can be divided into men and women, from the point of ownership, enterprises can be divided into state-owned enterprises, collective enterprises, private enterprises, joint-stock enterprises, foreign funded enterprises. According to the logic of classification rules, according to the same standards delineated in the class, between classes must be mutually exclusive, can not cross, repeat or contain, the lower class and is equal to the upper class, and classification can only be used with a standard one.
in the archives, there are many classification concepts, such as information classification, concept (species) classification, entity classification, Fonds classification, annual classification, organization and problems of classification categories and so on. Here, I focus on talking about the physical classification of the file, after the Fonds and annual organization and classification problems after a unit of classification is based on the file for the whole year, according to document content features, the document is divided into several categories and the level of the process. Test paper is based on the classification of the common characteristics or close contact with the files as files of the process. This is the document classification and the general meaning of test paper.
Second, the relationship between classification and test paper
Filing Documents in theory, classification and test paper method, in principle, each different, not difficult to distinguish. However, in practice, filing work, often appear on the test paper method for document classification and sub-levels taken in the author, language, duration, etc. and kept vague in concept, the use of them before and after the conflict, greatly reduced the quality of the files. Therefore, the correct understanding of the relationship between document classification and generating paper work is essential to the filing. 
1, classification is a prerequisite test paper
first classification is the basis of records management. In addition to file management in the distinction between fonds,p90x calendar, file category distinction, the annual distinction, but also must file by At this point test paper, the content files will inevitably lead to mixed results, but also to the future of the bent files, catalog and many other difficult work, which is extremely detrimental to standard management. Second, the classification categories are archives (room) to retrieve the first element of the file. In general, the use of those inquiries, files, a document often provide clues to a specific author or text content or time, or other characteristics of species, but rarely files directly reflect the specific characteristics of a document, because the files are a collection of files , and the books reflect only the common features of a set of files rather than the specific characteristics of a document. Therefore, archives (room) to retrieve the file the first step in this document are dependent only from one class to a few case files to find, that first step is to determine the file type of subordination, then, in certain and through other features of the class to retrieve documents. Therefore, the categories become the first gateway to retrieve the file, if the document collection before, there is no clear category commander, the file can only be a needle in a haystack search. 
2, test paper is based on the classification of a combination of the re-classification of documents 
documents classified according to a standard, among several categories, the relationship should be parallel to each other, the contents do not cross, repeat or contain. On this basis, the process to enter the combination of files, the combination of files when a class by one class. Within a class, you can click on the file (level), the problem, name and other characteristics of portfolio (re-classification) or the joint use of several features. Finally, the number of documents under the custody period and how much, within a class to form a roll or rolls. Followed, until the end of each class combination within the file. 
Thus, classification and test paper in essence, filing one after the work of two steps, is the classification of documents and re-classification process. The former category is the premise of test paper, test paper in the post, is an extension of both the re-classification of categories. Classification focuses on distinction, by deduction, the file is split into distinct character classes, and test paper focuses on mergers, by induction, the common files together. 

three principles of test paper, the method can not go against the principles of classification, methods 
logic according to the classification requirements of each category can not cross between, repetitive, or containing, and only use the same classification must file by the same standard to complete. Therefore, in the test paper, should ensure that not go against the principles of classification. However, in fact, work against the phenomenon can be seen everywhere in the filing. For example:
Example 1:
× × × Board on the year (six months) work, special work, anti-corruption work, a summary of family planning, planning (Volume 1)
× × × Bureau of indicators on family planning, clean government, × × × the issue of notice, rules, methods (Volume 2) 
from Volume 1, Volume 2, we found volume 1 of the anti-corruption work, family planning, respectively, and volume 2 of honest government, discipline inspection and supervision of family planning indicators and health belong to two class, which is clearly a violation of classification can not cross, under the principle of repetition. 
Example 2: 
CPC Central Committee and State Council on the anti-drug anti-vice, rural work, × × × work of the notice and methods (Volume 1) 
the CPC Hainan Provincial Committee and Provincial Government on criminal, family planning, × × × work of the notice and methods (Volume 2) 
CPC Haikou municipal government on the border, urban planning, × × × work of the notice and methods (Volume 3) 
× × Haikou City Council (the unit) on pornography and illegal publications, allocation of funds, × × × work of the notice and methods (Volume 4) 
from Volume 1 to Volume 4, also found that anti-drug anti-vice, crime, border control, anti-pornography is a class belong to the same Law, but were combined in four files, the same case made 1 errors. 
files in two cases the reason why these problems cross, repeat, the key is that there is no clear classification of ideas and in the same classification adopted two standards. Example 1, both classified by the problem, but there are classified by file name. Example 2, both classified by the problem, there are classified by author. The common denominator is the text of the test paper method, species and features as the other part of the standard classification of documents, namely the name of the file summary plan (Example 1) and file of the level (Example 2) directly as another part of the document classification standards. This is contrary to the original documents shall be the whole problem in a standard that the standard required by the logic of categories, do not know how to press the text of the characteristics of species or test paper method can only be in the same category (question) the use of test paper in the paper, can not be cross-class use. Do not know how to test paper can only be classified as a prerequisite requirements, the methods belong to the second step of the test paper is the first step directly applied to the classification method, resulting in repetitive files, cross, and ultimately lead to the tedious and retrieve files omission.
IV to class first, taking into account other
in practice, it often happens that some units, a small number of its file and the file contents, and also have different retention. If by category theory, must first be divided into categories, and then in the major categories under the combination of files based on file characteristics, time, type the file must have little or very difficult to form a case file, if the first period to take care of keeping , then the volume must be mixed within the contents of the file, such as: 
Example 3: 
× × × Bureau of the responsibility system on the work of the year one thousand nine hundred ninety-seven, personnel appointment and removal, × × × a summary of the problem, notify the (permanent) (Volume 1) 
× × × Board on the 1997 half-year target responsibility system of work, personnel appointment and removal, × × × a summary of the problem, notify the (long) (Volume 2)  × × × Board on the March 1997 target responsibility system of work, staffing, × × × a summary of the problem, notify the (short) (Volume 3)
such files, by keeping the correct time from the easy side file management in the future is undoubtedly correct, but the use of point of view, retrieve files quickly reach the purpose. We know that quality of work evaluating the use of three criteria: a fast, two prospective, three wide, from the above files, the use of those if you want to find information about a target of a Board to implement the responsibility system of work or staff appointment and dismissal of case files documents, providing access to the personnel files of transfer can only be taken out of all, to ensure those who needed to retrieve the file using, but also easy to cut a set of files necessary connection between the sexual. After filing, if you want to find a copy of a document or a particular aspect, but also see all the files, I think did not really achieve the purpose of filing, or even can be said that the purpose of filing in the opposite direction. For this actual situation, filing period has kept strict distinction between Shihai meaningless. Such as: the appointment and removal of a unit related personnel, rewards and punishments of the document retention schedule in strict accordance with the provisions, divided into permanent, long-term or short-term is not practical. Because the query file for future use by the general said, × × × appointment and removal of check files that are not permanent, long-term or short-term appointment and dismissal of personnel files, archives and providing access to personnel generally it's hard to determine the × × × appointment and removal of the file is is a permanent, long-term or short-term, particularly the passage of time the files more difficult to judge. He can only determine the × × × appointment and removal of documents belonging to organizations, personnel appointment and dismissal of the class files. Therefore, from the ease of providing access to the point of view, the appropriate approach should be simple classification of the same class or similar two or three classes combined into a roll of all the documents, even if short-term storage of individual files, but can only take on the high not to lower the principle and to ensure that similar documents are not scattered, in favor of retrieval, the use of fast, accurate and all the circumstances, only properly take care of other features. Otherwise, it will lose the meaning of Filing.

Therefore, the classification is the core of the work of the filing, is the key to success Filing. Hair only clear first, the guiding ideology in the post-test paper to correctly handle the specific classification and the use of test paper method, so that the quality of files to withstand the test of providing access to work.